Understanding Microsoft Forms and SharePoint Data Residency for Excel Responses
Question details
The user needs clarification on where Microsoft Forms and Excel response data are physically stored geographically when linked to a SharePoint site.
- Product
- Microsoft Forms, SharePoint, Excel
- Device & OS
- not provided
- Scenario
- Managing data residency and compliance for Microsoft Forms responses linked to a SharePoint Excel workbook.
- Observed behavior
- The Excel workbook is stored with the SharePoint site data (e.g., in Australia), but it is unclear if this dictates the data-residency location of the Microsoft Forms service itself.
Verify your organization's SharePoint site data location and review your Microsoft 365 tenant data residency settings in the admin center.
Understand the Separation of Excel and Forms Data Residency
Learn how data storage is split between SharePoint infrastructure and Microsoft Forms servers.
When you create an Excel workbook through SharePoint to collect Microsoft Forms responses, the physical storage of these two components is handled differently by Microsoft 365 infrastructure.
The Excel response workbook strictly follows the storage location of the SharePoint site. However, the Forms service maintains its own primary database.
The Excel workbook storing the synced responses remains entirely within your SharePoint site's designated data center region. If your SharePoint environment is hosted in Australia, the Excel file resides there.
Despite the Excel file's local storage, the original Microsoft Forms service data may still be hosted in the United States, Europe, or another region dictated by Microsoft's global Forms data-residency policies and your tenant's billing address.
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Frequently Asked Questions
Can I force Microsoft Forms to store data in a specific country?
Microsoft Forms data residency is largely determined by your Microsoft 365 tenant's geographic location. While Microsoft offers Advanced Data Residency add-ons for certain regions, you generally cannot manually force a specific location for Forms independently of your tenant setup.
Does deleting the Excel file in SharePoint delete the Forms data?
No. Deleting the Excel workbook in your SharePoint site only removes the synced spreadsheet document. The original response data is still retained securely within the Microsoft Forms service.
How do I check where my Microsoft 365 tenant data is stored?
You can check your data location in the Microsoft 365 admin center by navigating to Settings > Org settings > Organization profile tab > Data location.
